Administrative Assistant

Description

Step into a pivotal role at a leading architectural, engineering, and consulting firm that is experiencing exciting growth. As an Administrative Assistant you will be the backbone of operations, providing essential support that keeps the dynamic team moving forward.

You will handle a variety of responsibilities, from creating and editing Microsoft Office documents to managing data entry, conducting internet research, and maintaining organized filing systems. You will also serve as a friendly, professional backup receptionist in a fast‑paced, collaborative environment.

In this position you will actively support the Partner and leadership team, assist with set‑up and planning for client meetings and firm‑wide events, reserve conference rooms and video‑conference lines, and prepare meeting minutes, agendas, letters, contracts and other communications.

• Create and edit documents in Microsoft Office (Word, Excel, PowerPoint, Access)
• Manage data entry and word processing tasks
• Conduct internet research and maintain organized filing systems
• Serve as a friendly, professional backup receptionist
• Assist with planning and setup for client meetings and firm‑wide events
• Reserve conference rooms, conference call lines, and set up video conferences
• Draft meeting minutes, agendas, letters, contracts, and other communications
• Schedule and coordinate meetings, including reserving spaces for in‑person events
• Log and prepare client sponsorship and check requests
• Organize and support preparation of proposals, presentations, and submittals
• Liaise with consultants, clients, printers, and suppliers

Requirements

The role requires five or more years of administrative or professional office experience, a superior client‑service mentality, strong problem‑solving and collaboration skills, and advanced proficiency in Microsoft Office and Adobe Acrobat. Excellent verbal and written communication, meticulous attention to detail and the ability to prioritize multiple projects are essential.

• Provide 5+ years of administrative or professional office experience
• Demonstrate superior client focus and strong problem‑solving skills
• Possess advanced proficiency in Microsoft Office Suite and Adobe Acrobat Professional
• Exhibit excellent verbal and written communication and meticulous attention to detail
• Experience supporting C‑level leadership (preferred)
• Experience in a professional services firm such as architecture or engineering (preferred)
• Bachelor’s degree (preferred)

Benefits

Compensation ranges from $44,000 to $66,000 with potential discretionary bonuses, and the benefits package includes flexible hybrid scheduling, paid parental leave, healthcare premium coverage, 401(k), PTO around the holidays, and various employee perks such as membership discounts and a license bonus.

Training + Development

Interview process

Visa Sponsorship

Security clearance